Best Business Phone Systems for Law Offices

Reliable phone systems are critical for all modern businesses. They may be especially important for law offices, which need to be in touch with clients, colleagues and courts at a moment’s notice. Law offices of all types need to be able to make calls and host audio and video conferences without worrying about technology.

The best business phone systems for law offices provide consistent, reliable communication services so you can get things done. We studied dozens of phone systems on the market to help you find the best option for your law practice. We scored the choices out there based on their features, pricing, customizability, customer service options and other important factors.

Business phone systems typically charge a monthly fee per user. Typically, you will want an account, which usually will come with a phone line and number, for each lawyer and other professional in your law office. These fees can range from roughly $10 to $50 per user, per month, depending on the features in your plan. Some plans allow you to mix and match features, paying only for the features each individual user or line needs.

Which features are included at which price point varies from phone provider to phone provider and this can be an important part of choosing a business phone system. Features like voicemail transcription, call recording and AI assistants may be limited to higher-priced plans. It’s worth considering whether these are important to your law practice when considering your costs.

You should also consider whether you are going to need new hardware, such as desk phones, or if you will use a cloud-based business phone plan through desktop or mobile apps or through hardware you already have. Some phone hardware may require adapters to use with particular plans. You may also need to pay an activation fee when you set up service with a particular provider.

Some plans, such as certain Zoom offerings, charge lower monthly fees but charge a metered rate for each call. Others include calls to a particular calling area in the plan, often including all of the United States and Canada. Some also include additional countries, which may be useful, depending on your expected calling needs.

In general, today’s business phone systems can be considerably more powerful than the landline systems of the past. Different business phone systems can include different features, so it’s worth thinking about what features are out there and how they may benefit your law office. Since different providers offer different features at different price points, this can be a determining factor in which business phone system is right for you.

Common business phone system features include:

• Advanced call routing: Many business phone systems do more than connect one number to one phone. Depending on the day and time, which users are signed in to the phone system and other factors like what selections callers make on a menu, phone systems can connect clients and other callers to the appropriate person for their needs or to the right voicemail box. Some also offer virtual phone numbers that can be forwarded and routed to other lines within your system or even to outside cellphone or landline numbers when someone is working away from the office.
• Virtual voicemail: Many modern business phone systems include a digital voicemail inbox where you can access voice messages without having to use an audio-based menu. This can let you access your voicemail from any internet-connected computer or smartphone, even if you’re outside the office. Many plans also offer voicemail transcription, where you can see a computer-generated written version of a message when it’s not convenient to listen.
• Unlimited calling options: Business phone systems often provide unlimited calling within a particular area. This may be only the U.S. or North America or it may include some countries overseas. It can be helpful to think about where you’re usually calling as you price phone plans to know whether some of your calls will cost extra.
• Desktop and smartphone apps: Phone systems often provide desktop and smartphone apps so that you can make and receive phone calls from any connected device. This lets you use the phone in your law office without needing a physical desk phone and can be helpful for anyone working remotely.
• Software integrations: Many business phone systems today integrate with frequently used software, including leading calendar and contact management systems, the best customer relationship management (CRM) software and top video conferencing software. This can help you save time in scheduling meetings, let you dial the numbers of clients without having to manually type them in or let you switch calls from audio to video seamlessly.

Follow these steps to find the business phone system that’s right for your law office’s needs.

1. Start with market research.

Think about what needs your law office has for a phone system, whether that includes particular software integrations, international calling, messaging options or particular mobile app features. Take a look at what’s on the market at what price and explore some reviews, including those on our best picks page. Then, start thinking about which vendors you might want to learn more about.

2. Look into demos and free trials.

Some business phone system companies offer free trials of their service and others will happily provide you with a demo so that you can understand their capabilities and the call quality they can deliver. Figure out which systems you might want to try and whether you want to arrange for demos or free trials, which may take more time to set up but could allow more people in your office to give systems a try. Reach out to schedule demos and trials of the systems you’re interested in.

3. Reach out for quotes.

Narrow down your possible phone providers and reach out to the finalists for quotes. This is a good time to ask any remaining questions you may have about capabilities and make sure that you’re offered whatever discounts you may be eligible for.

4. Make a decision.

Take a look at the quotes you’ve seen and what you’d get for your money. Think about which company seems like the best deal for your law office’s money. If you have any additional questions or points to negotiate, reach out. Then, make a decision, reach out to your new phone provider and place an order. You may want to begin with a short-term contract if this is possible.

5. Set up your new phones.

Install any hardware and software you need, port any numbers that need to be moved to the new system and give your new phone system a try. See if there are any training materials you want to review. Make sure to note any issues you have with the phone systems and contact your phone provider to see if they can be addressed.

Modern business phone systems provide more than a ring and a dial tone. They can be important tools for managing your law office and connecting with colleagues and clients. Modern messaging, video conferencing and voicemail software give you new options for communication, whether you’re in or out of the office, and built-in analytics can help you understand and even optimize your office’s communication patterns to best suit you and your clients:

• Cost: Modern business phone systems can be cheaper than traditional landlines or cell phones. Some can cost as little as $10 per month, per user. Many also don’t require additional hardware beyond what you’re already using to connect to the internet.
• Data and analytics: Business phone systems can provide detailed data about who’s calling that goes beyond traditional caller ID, especially if they integrate with CRM software. That means that when a client calls the office, you can immediately have insight into whether you’ve communicated before and where things stand. You can also often access data about how long callers spend on hold, which can help you ensure your law office takes care of clients’ needs quickly when they call.
• Flexibility: Many business phone systems can be accessed from anywhere with an internet connection. This can be especially helpful to legal professionals who are running to meetings or court appearances or who need to work from home. You can also often route calls to a colleague if you’re out of the office or forward calls to your personal phone.
• Professionalism: Business phone systems can offer custom voicemail greetings and phone menus for your law office and ensure that callers are promptly routed to their attorneys or anyone else they need to reach. They can also impress and delight clients with handy videoconferencing, messaging and other features that can boost confidence in your practice.